Executive Assistant

Harvard University

Executive Assistant
University Administration
59594BR

Job Summary

Harvard Allston Land Company (HALC) is a subsidiary of the University and will oversee the planning and development of the University's Enterprise Research Campus (ERC) in Allston. The initial focus is to develop 14 acres of the ERC, which will include new infrastructure, streets, open space, mixed-use development of office and lab space, residential units, and a hotel and conference center.

The Executive Assistant reports to the Chief Executive Officer (CEO) for HALC. As a member of the HALC team, the Executive Assistant provides a wide range of complex administrative support duties for the CEO and HALC senior leadership. The Executive Assistant anticipates daily needs, works independently with minimal supervision in an environment of multiple and sometimes conflicting priorities, handles confidential information, anticipates, and resolves a wide variety of issues, and supports the day-to-day administrative operations of the department.

Provides a wide range of complex administrative support duties including full day-to-day calendar management, meeting scheduling, filing, organizing, assisting with presentation materials, drafting communication, and printing. Prepares detailed and accurate meeting materials, including advance briefing materials. Regularly handles sensitive and confidential information. Assists with documents (Word, Excel, PowerPoint, Visio, etc.) that need to be created, reviewed, proofread, and/or designed for distribution internally and/or externally. Manages reimbursement processing, including collecting receipts and knowing/applying relevant policies and guidance.Position Description

• Serves as the administrative contact for University constituents and external contacts.
• Maintains departmental contact lists and organizational documents.
• Makes edits to the department website, assists with the management of the department SharePoint site, and updates other department web-based systems, as needed.
• Assists with the coordination of Harvard University IT support for the department.
• Assists with the reporting of equipment and building maintenance issues.
• Assists with new hire onboarding, including new employee setup and office orientation.
• Assists with the digital and physical management of department files.
• Works with staff to support organization-wide functions and activities. Provides cross-organizational support and backup as needed.
• Participate in departmental staff meetings, document decisions, and monitor follow-up.
• Assists with the coordination of large meetings and events, including local conferences, training sessions, and department events. Arranges catering.
• Makes conference and travel arrangements, knowing and applying relevant policies and guidance.
• Assists in purchasing and maintaining inventory of office supplies.
• Distributes mail.
• Performs other related duties as required and assists with special projects.

Basic Qualifications
Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

• 5 or more years of related experience with demonstrated office administration and/or customer service skills. Education beyond high school may count toward some, though not all, experience.
• Demonstrated proficiency with MS Office applications

Additional Qualifications and Skills

The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• The Executive Assistant should be an administrative generalist with the flexibility and ability to support a variety of leadership styles and subject matter areas.
• Demonstrated ability to handle confidential and sensitive information in a professional manner with discretion and sound judgment
• Demonstrated ability to learn new technologies
• Attention to detail, ability to multi-task, analytical and problem-solving skills
• Strong interpersonal communication skills, written and verbal; demonstrated ability to build strong professional relationships and develop trust
• Demonstrated ability to work independently and collaboratively
• Demonstrated initiative and resourcefulness
• Excellent organizational skills with demonstrated ability to prioritize with multiple, conflicting, and/or changing demands
• Accountability and sound judgment

Working Conditions
Interview and onboarding activity for this position may be conducted via telephone & Zoom video conferencing, based on the department's current presence on campus.

This position will be based in Allston, MA. The position is expected to be mostly in-person while there is room for conversation during the interview process.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard's Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement, exemptions, and verification of vaccination status may be found on the University's "COVID-19 Vaccine Information" webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/



Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

Job Function
General Administration

Location
USA - MA - Allston

Department
HALC

Time Status
Full-time

Union
55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening
Identity

Schedule
Full time. Monday through Friday. 35 hours per week.

Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.





Apply Here: https://www.click2apply.net/LwK7XLT26dVNQUNRQiZgex

PI190565605